Formal Events

 

  • Aid in establishing event date, location, and timeline

  • žReserve event location and negotiate venue contract including, but not limited to:

    • Rental fees

    • Food and beverage minimums

    • Bar

    • Deposits / final payment

    • Guarantees

    • Parking

  • ž   Design, prepare, order, and send out event save the date, invitations/announcements, send out event reminders

  • ž   Collect and track all meeting registrations and payments

  • ž   Work with the committee chair and committee in the selection of entertainment, if and when appropriate for event

  • ž   Negotiate entertainment contract, if and when necessary

  • ž   Coordinate with venue event day of details including, but not limited to:

    • Timeline

    • Room set up

    • Food selection(s)

    • AV requirements, if any

    • Guest count

  • ž Handle all event attendee preparation including, but not limited to:

    • Nametags

    • Guest List

    • Event program materials

  • žDesign, prepare, and order event signage

  • žDay of event, arrive at venue approximately one (1) hour prior to the start of the event to:

  • Ensure the venue has been set up according to contract

  • Set up and prepare the registration/greeting area including, but not limited to nametags and handout materials, if any

  • Display any marketing materials and signage for marketing purposes

  • žStay on premise for the event as deemed essential to address any and all issues that may arise

  • žConfirm accuracy of charges and that payment has been processed according to contract by the venue

  • žCoordinate with client’s accounting department to pay event expenses/invoices

  • Meet with the committee chair and committee for wrap up meeting

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